HORSPATH PARISH COUNCIL Minutes of the Parish Council Meeting held on 3 rd July 2018 At 8pm in HORSPATH VILLAGE HALL. Present: Mr D Burgess, Mr J Dobson, Mr P Dobson (Chairman), Mr P Ewart, Mr M Harris, Mr D Horsley, Mrs B Oakley, Mrs H Palmer, Mrs H Kogel (Clerk), Mrs E Gillespie (District Councillor) Apologies Absent: Public: 2 Dr K Johnson, Mr K Brooks. 111/18 APOLOGIES FOR ABSENCE Apologies were made on behalf of Dr Johnson and Mr Brooks. 112/18 DECLARATION OF INTEREST None. 113/18 OXFORD CITY ATHLETICS CLUB Mr Richard Hart - Chairman. Mr Hart explained to Councillors that the reason he asked to attend a Parish Council meeting was because there hasn t been much contact with the Parish Council in the past and he would like to explain some of the changes that will be happening at the Horspath Athletics Track over the next three years. Horspath Athletics Club has been at the Athletics Track since 1976 and is now a very large successful club with 500+ members, ranging from 8 80 years old from all over the County. Mr Hart stated that the very large playing field is under a separate lease held by Oxford Harlequins. Mr Hart stated that Oxford City Council has never had a plan for the future of the site and in the next few weeks the Athletics Club will become the tenant with a 30 year lease to manage and maintain the track, which is good for the area as it guarantees that the site will be used for sports and leisure for this period. As part of their commitment to the landlord, Oxford City Council, they plan to renovate the buildings at the track. They are applying to every grant giving body for financial support with the project, and their aim is to raise 500,000.00 over the next three years to pay for the refurbishment of the buildings. This will include a great improvement to disabled access, improvements to the visual appearance of the buildings, including re-cladding the exterior, and improvements to the internal facilities, such as, toilets, changing rooms, store rooms etc. The buildings will also be made considerably more energy-efficient. They also plan to slightly enlarge the Club House building and add on a small gym which will raise money for the Club. Their aim is to encourage more sports use at the Club and to find ways to increase the usage of the Club. Mr Hart stated that they have started to fundraise and are a quarter of the way towards their target figure. Mr Hart stated that they have submitted plans to SODC for pre-planning approval and they are reasonably confident that SODC will not have any objections. Mr Hart circulated drawings to Councillors. Mr Hart stated that he does have reservations on what Oxford City Council has allocated for parking, as he thinks that it is not sufficient. Mr Hart stated that the planning application will be staged, ie, 1 st stage, 2 nd stage, 3 rd stage and they would welcome the support of the Parish Council and if there is anything further that they can do to improve facilities for parishioners, they would be happy to hold further discussions. Q. Mr James Dobson stated that he would encourage supporting the Club, however with a successful Club, this brings parking issues. A. Mr Hart stated that Oxford City Council allocated 150 parking spaces to Fusion for developing football. Horspath Athletics Club and Oxford Harlequins work well together and for bigger events use BMW overflow car park. The issue is that Oxford City Council is letting parking spaces to Stagecoach with the drivers having paid permits. Mr Horsley stated that this is illegal, as it is a public car park, Oxford City Council cannot lawfully charge for parking there other than for sport.
Q. Mr Harris stated that the parking on this site is specifically for sporting purposes. Mr Harris stated that Oxford City Council owns the land on both sides of the road and there is probably inadequate parking planned on the south side. Mr Harris suggested that grass stabilisation grids should be installed. A. Mr Hart stated that further discussions with regards to parking will take place to clarify the situation. Mr Hart also stated that adequate safety measures will need to be put into place with regards to crossing over the road. Q. Mr Harris stated that the drawings of the site are very good. Mr Harris asked if the footprint of the proposed buildings for the site will be bigger than the existing footprint. A. Mr Hart stated that the footprint will be bigger but will not be higher. Q. Mr Horsley stated that as long as there are no plans to increase the floodlights at the site, he doesn t see any problems with the proposals. A. Mr Hart stated that they want to replace the existing floodlights with LED s but this would not happen in the first three years as it will be very expensive to do so. Mr Harris stated that the lighting at the track has been very hazardous to motorists leaving the village at night time as they are dazzling, and he suggested that if they are doing a major refurbishment this should be something that they address. Q. Mr Harris asked if there is going to be an over-lap in gym facilities between the Athletics Club and the nearby Oxford City Sports Park operated by Fusion. A. Mr Hart stated that the gym to be operated by Fusion at the Sports Park is very small and for use by the football academy only. The Athletics Club is proposing a long building which will include an indoor running track, not just gym machines. Mr Peter Dobson thanked Mr Hart for giving Councillors an insight into the plans for the Athletics Club and the Parish Council will look forward to seeing it progress. Mr Hart thanked Councillors for their time and stated that he is available for further discussions in the future if required. 114/18 EMERGENCY BUSINESS. Mr Horsley reported that the three benches on the edge of the cricket pitch, two of which are on the mound, have been vandalized and destroyed and need to be removed as soon as possible. Mr Peter Dobson will liaise with Mr Eason, of Horspath Cricket Club, before the benches are removed. Mr Harris reported that emergency tree works were required by ARB UK to fell a diseased tree in the Wildlife Conservation Area and remove a large branch that had fallen into a resident s garden. 115/18 MINUTES FOR APPROVAL. The Minutes of the Parish Council Meeting held on 5 th June 2018 were agreed as correct and signed by the Chairman. The Minutes of the Planning Application Meeting held on 27 th June 2018 were agreed as correct and signed by the Chairman. 116/18 MATTERS ARISING. 109/18 AOB - Mr Ewart stated that it was the archaeologist that found a 17 th century house underneath his lounge, not the builder. 90/18 Village Hall High Level Barrier Mr Harris stated that one option is to have a corner taken off of the lock box to make it easier to lock/unlock. Mr Harris stated that he is able to do this with a disc cutter. Councillors agreed for Mr Harris to go ahead.
117/18 PLANNING APPLICATIONS. P18/S1883/ 74 Gidley Way, Horspath (Householder) HH Single storey side extension replacement and reconfigured first floor with partial raised roof. Councillors agreed that they have no objections to this application. P18/S2036/ Three Acres, Sandy Lane, Horspath (Householder) HH Proposed annex. Councillors agreed that they have no objections to this application. P18/S2040/ 2 Blenheim Way, Horspath (Full Application) FUL Conversion of existing annex to 3 bed bungalow into a separate dwelling. -. Councillors agreed that they have no objections to this application. P18/S1374/ 14 Manor Drive, Horspath (Householder) HH Side extension plus new roof structure to allow conversion of loft space. As amended by plan ref PA 04 Rev A replacing first floor window with high level window. -. Councillors agreed that they have no objections to this application. P18/S1689/ 49 Gidley Way, Horspath FUL Variation of Condition 2 of planning permission P17/S1848/FUL to replace plans 17-004-P-002, 17-004-P-001. Mr Peter Dobson stated that he wants to re-introduce site visits where necessary to look at planning applications. Mr Ewart suggested meetings should be held with applicants, neighbours and the Parish Council. Mr Harris asked if all of the Planning information was available at the recent Planning Application Meeting when Councillors considered the planning application at 30 Gidley Way, Horspath as there has been five objections to this application submitted by neighbours. Mr Harris stated that the objections from neighbours are based on planning issues and with serious implications for the site, and he would have expected Councillors to reach a different decision. Mr Peter Dobson stated that on the basis of all the information available the application was discussed by Councillors who were not aware that the application was for a separate building. There were no objections from neighbours received by the Parish Council at that time. Mrs Gillespie stated that she has been along to the site and the application is completely inappropriate. Mrs Gillespie tried to contact the Planning Officer but he is not available until tomorrow. Mr Peter Dobson stated that he would support a review on the previous decision made by the Parish Council and follow Mr Harris s guidance. Mrs Gillespie stated that she cannot call in the application to SODC s Planning Committee if the Parish Council has not objected to the application. Councillors agreed that having looked at the planning application further, the Clerk will notify SODC that the Parish Council would like to change its initial response of no objections to object with reasons to be listed by Mr Harris. PLANNING PERMISSIONS/REFUSALS/APPEALS. P18/S1030/ 3 Manor Drive, Horspath (Householder) HH Single storey extension to front of property with covered walkway, dormer window to first floor, addition of bi-fold doors to rear elevation and internal alterations (as amended by drawing number R785.11B to replace existing door on rear elevation with new window). Granted. P17/S3054/ 120 Gidley Way, Horspath FUL Retrospective application for change of use from integral garage to studio flat. **An appeal has been made to the Secretary of State against South Oxfordshire District Council s decision to refuse the above planning application.**
118/18 CLERK S UPDATE. Signs, Bollards & White Gates Cuddesdon Road Tim Wilde, OCC has stated that the white gates will be painted by the end of the month. Chicanes at Oxford Road & Cuddesdon Road Mark Francis, OCC has requested that both chicanes are cleared and the drainage is checked. Oxford-Cambridge Expressway Signs Mr Harris stated that he has received a quote for the signs for 328.80+VAT. He has recently been informed that Parchment Oxford can produce the signs for 1.50each. Mr Horsley suggested that we wait for the Minister s decision on the Expressway that is expected at the end of July before we purchase the signs. Mrs Gillespie stated that the signs are still required. Mr Peter Dobson stated that by displaying the signs, it shows support and continuity for our neighbouring villages. Councillors agreed that Mr Harris purchase 40 of the signs and review the need again in a couple of months. Bollards on the Village Green Mr Harris has obtained one quote for the wooden signs to be replaced with new bollards made of recycled plastic. The Clerk has also requested another quote from Sheepwash Fencing. HSPT Accounts 2015, 2016, 2017 Mr Kelvin Barnes has now sent the final copies of the accounts for approval. Mr Peter Dobson and Mrs Palmer signed the accounts. The Clerk will now return them to Mr Barnes. 2 The Green, Horspath The owners of this property are submitting an Appeal against the decision dated 4/10/17. St Giles Church Advertising Boards Mr Gurden has notified the Clerk that he rarely knows twelve months in advance what events will be held, so it is not possible to inform the Council once a year for the erection of advertising boards. Councillors agreed that Mr Gurden notify the Council as and when there is a planned event. 119/18 INTERNAL AUDIT REPORT 2017/18. The Clerk circulated a copy of the Internal Audit report to all Councillors. There were no points raised in the report. The Clerk will now forward the accounts to the External Auditor. 120/18 GDPR (General Data Protection Regulations) Update from Mr James Dobson. Mr James Dobson stated that there is no further update. 121/18 CHEQUERS INN CAR PARK Update. Mr Peter Dobson stated that discussions are taking place with Blake Morgan Solicitors. 122/18 DISTRICT & COUNTY COUNCILLOR REPORTS. Mrs Gillespie (District Councillor) Mrs Gillespie stated that SODC is still dealing with the Local Plan 2033 and has written to Central Government for permission for a two year extension before submitting it. Pimms, the consultants advising SODC, have advised that the proposed strategic housing development at Chalgrove should stay in the Local Plan 2033, and to continue to look for possible new development sites, with every proposed Green Belt site being considered. Mrs Gillespie stated that SODC is now going with Option 3 at the moments which means that all possible sites will be going to consultation. Mrs Gillespie stated that she would prefer new settlements rather than Green Belt developments. A further meeting will be held by SODC on Thursday when more information will be available. Mrs Oakley asked Mrs Gillespie about SODC recently losing an appeal for a planning application which resulted in very large legal fees for the Council, and asked if this will mean that Planning Officers will rubber stamp future planning applications. Mrs Gillespie stated that Planning Officers have to be very sure
of planning reasons when turning down a planning application as the cost of an appeal will be paid for with taxpayer s money. 123/18 CORRESPONDENCE. a. SODC News June 2018. (Circulated via email). b. RSN Weekly Email News Digest 4.6.18, 11.6.18, 18.6.18, 25.6.18. (Circulated via email). c. RSN Rural Intelligence from behind the headlines 1.6.18, 8.6.18, 15.6.18, 22.6.18. (Circulated via email). d. CPRE Oxon News May 2018. (Circulated via email). e. OPFA AGM 11.7.18. (circulated via email). f. Shotover Preservation Society. Sumer Newsletter. (Circulated via email). g. NALC. Newsletter. (Circulated via email). h. Community First Oxfordshire. AGM 28.6.18. (Circulated via email). i. RSN. Rural Opportunities Bulletin June 2018. (Circulated via email). j. OCC Volunteers Celebrated. (circulated via email). k. Oxfordshire South & Vale Citizens Advice Headlines June 2018. (Circulated via email). l. RSN. Rural Economy Spotlight. (Circulated via email). m. TVP Launching Soon Hidden Harm Phase Three. (Circulated via email). n. SODC Cancellation of Summer Town & Parish Forum. (Circulated via email). o. OALC Small grant towards a commemorative silhouette remembering First World War. (Circulated via email). p. OPFA AGM 11.7.18. (Circulated via email). q. NALC Newsletter. (Circulated via email). r. RSN Spotlight on Older People. (Circulated via email). s. RSN Rural Conference 2018. (Circulated via email). t. OALC AGM & Other Training Dates for your Diary. (Circulated via email). u. NALC Newsletter. (Circulated via email). v. RSN. Rural Vulnerability Service - Rural Transport June 2018. (Circulated via email). w. CPRE Oxon News June 2018 Local Plans Update. (Circulated via email). x. Open Spaces Society. Invitation to AGM 5.7.18.* * original held by the Clerk, copy available on request. # displayed on Village Hall & village noticeboards. 124/18 PAYMENTS. Chq To Whom Paid Details Vat Total 2567 Mrs Hayley Kogel Stationery 47.99 2568 ARB UK Tree work in Conservation Area 250.00 2569 Chris Lewis Fire & One year s maintenance on Fire 39.20 235.20 Security System 2570 R Hamlet Ltd Repairs in Play Area 33.00 198.00 2571 001 Taxis July Minibus Service 192.00 2572 Mrs Hayley Kogel Salary 24/5/18 24/6/18 404.57 2573 Mrs Hayley Kogel Home Office June 2018 30.00 2574 Mrs H Kogel HMRC Payment 92.80 2575 Arrow Accounting Internal Audit Fees 2017/2018 389.92 2576 001 Taxis August Minibus Service 240.00
2577 ARB UK Remove trees adjacent to School remove Horse Chestnut trees 500.00 200.00 2578 St Giles Church Publishing Church Magazine 60.00 2579 Open Spaces Society Annual Subscription 45.00 TOTAL 72.20 2,885.48 125/17 RECEIPTS - None 126/18 AOB a. Mrs Oakley reported that she would like to arrange another litter picking day in the village on 29 th July 2018, but requires permission from the Parish Council to do so. Councillors agreed and thanked Mrs Oakley for her help. Mrs Oakley will contact SODC to check on availability of the equipment. b. Mr James Dobson asked if repair work has been progressed on the footpath from the recreation ground to the Hub. Mr Peter Dobson will make contact with James Prior. c. Mr Ewart stated that Horspath is the only village in Oxford with a Village Green unprotected as a Conservation Area, and now that his house in the process of being built, he would like the Village Green to become a Conservation Area. Mr Ewart stated that when the building work on his house has been completed, he is happy to obtain quotes to carry out the necessary repair work on the adjacent car parking area on the Village Green. d. Mr Horsley asked that the Clerk contact Mobike to request that Horspath is included in their area. If this is not possible, ask them to collect the two mobikes that have been left in the village. Mr Horsley reported that the two of the storm drains at the top of Blenheim Road are completely blocked and the other one is almost blocked. Mr Horsley stated that SODC used to clear the drains every month, then it went to every three months and then every six months. Mrs Gillespie will report this to SODC. Mr Horsley gave his apologies for missing the next Parish Council meeting. Public: e. Mrs Riley reported that the Village Hall car park is slowly going back to how it was before the tidy up was carried out. Mrs Riley stated that she has recently spoken with Alan Johnson and asked him to send a copy of his insurance certificate to the Clerk. Mrs Riley asked if there has been further progress with the War Memorial. Mr Peter Dobson stated that the memorial is in progress and we are currently waiting for a timescale for the installation. f. Mrs Fletcher stated that she had attended the meeting to hear about the planning application at 30 Gidley Way, Horspath. 127/18 DATE OF NEXT MEETINGS. Parish Council Planning Meeting Tuesday 17 th July 2018 (To be confirmed). Horspath Parish Council Meeting Tuesday 7 th August 2018.